Administrative Functions in CMBHS

Clinical Management for Behavioral Health Services (CMBHS) administrative functions include those business, program, and support functions necessary to ensure the CMBHS application is properly set up for each user organization, location, and user. Administrative functions also provide the user the tools to ensure that required documentation can be entered for each client.

Access to these functions in CMBHS is through the Administrative Toolbar at the top of the CMBHS application.

This section of the Help contains information and instructions needed to effectively use the CMBHS administrative functions. Help information about administrative functions and tools can be accessed by CLICKING on the links below. These links match the six tabs on the Administrative Toolbar.

 

Provider Tools

This tab covers the CMBHS functions providers use on a daily basis to assign clients to staff and clinicians, manage caseloads, document group service attendance, and report occupancy.

This tab includes administrative activities used by the provider to manage assignments, information, vacancies, authorizations and referrals, as well as requests for information from outside agencies. This tab also includes Notes that can be created to document services for multiple clients.

 

Business Office

This selection includes information about claims and documenting payments made by clients, creating/setting up provider locations, and documenting the services offered at each CMBHS location.

 

Data

This section of CMBHS Online Help provides information about:

• CMBHS Reports – access to reports in Business Objects.
• Data Downloads – how to download data (uploadable to EHRs) in raw or formatted Excel format.
• Print Blank CMBHS Forms – print blank forms to use in place of the online system.
• Provider Directory – access to using the statewide Provider Directory.
• Batch Error Correction List (BECL) – for Mental Health services users who participate in batch data exchange with CMBHS.

 

Account Management

This section of Help provides information for users on:

• Change Location – changing CMBHS locations if you have more than one.
• Change Workspace ‒ Switch to a different workspace.
• Find/Add Staff – used by Security Administrators to create and terminate staff access accounts; limited CMBHS roles have access to this function.
• Message Inbox ‒ Message delivery for users without other access.
• My Account – includes Change Password and Accessibility/Preferences.

 

Help

The link to CMBHS Online Help is located on the right side of the Administrative Toolbar and is labelled Help. Clicking here opens the Help application in a new

 

Logout

This link is the rightmost feature on the Administrative Toolbar, and is used to exit the CMBHS system.

 

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Provider Tools

Assign Clinician – Allows users to assign Clinicians to clients or change Clinician assignments. Clinician assignments display on the Client Workspace and cause the client to display on the Clinician's Workspace.

Reassign Case Manager – This function allows users to reassign clients with Open Cases to a new Case Manager. Case Managers are assigned to clients for the first time on the Open Case page.

Administrative Actions Lists – These lists help the user’s exchange of information and completion of administrative functions.

• Consent Release Requests – The provider uses this list to see and release or not release client records when a Release of Client Information has been submitted by another CMBHS user organization.
• Referrals – This list displays client referrals to your organization from other CMBHS user organizations.
• Discharge Follow-up Reminders – List of the provider's discharged clients who are due for a discharge follow-up contact.

Occupancy Management – Functions used to manage client capacity.

• Provider Census Board – This page displays a location's census of clients receiving services.
• Wait List – Users can access their location's client waiting list.

Medication

• Medication Custom Order – This function is used to help the documentation of frequently used medication orders through creation of custom orders accessible to a location.

Service Authorization List – This list displays a provider’s requests for service authorization to the assigned approver, along with the status as it moves through the process.

Day Rate Attendance Record – This page is used to document a client’s attendance in services that use a day rate to generate a claim.

Multi-Client Notes

• Medication Service (Multi-Client) – This function makes it easier to document multi-client medication notes. Multi-client medication notes are used for billing purposes for a group of clients who received the same medication with the same funding source during the same time period.
• Psychoeducational Note (Multi-Client) – This function helps documentation of multi-client psychoeducational notes. Multi-client psychoeducational notes are used for billing purposes for a group of clients who all attended the same didactic educational session with the same funding source.
• Administrative Note (Multi-Client) – This function helps documentation of multi-client Administrative notes. Multi-client Administrative notes are used to document administrative information, not related to the services or the progress of the client, in the records of multiple clients.

Development Documentation and Supporting Materials

A repository of project news, forms, and technical documents that can be accessed by Security Administrators and User Administrators.

 

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Assign A Primary Clinician

This Clinical Management for Behavioral Health Services (CMBHS) function allows the user to assign a Primary Clinician to a client. After a Primary Clinician is assigned to a client, the client’s name will appear on that clinician’s caseload list in the Clinician Workspace.

Before You Start

Although the CMBHS system may allow you to use the Assign Primary Clinician function, make sure that you are familiar with your organization’s policy and procedure on making changes to Clinician assignments before you use this function.

Only users with the role of Clinician, Clinical Supervisor, Paraprofessional, or Paraprofessional Supervisor can be assigned as a Primary Clinician.

Click here to view tables of all CMBHS pages and what roles have Read-Only or Read-Write access to the pages.

Only clients with the status of Admitted can be assigned a Primary Clinician in CMBHS. Clients must be admitted to the business entity (provider) before they will display in the Client List box.

 

Business Rules for Assigning a Primary Clinician

Only clients admitted to your provider business entity will display in the Client List box on the Assign Primary Clinician page. These clients need to be assigned a Primary Clinician or to receive a change of Primary Clinician assignment.

If you are a business entity that cannot admit clients (such as a substance use disorder prevention service provider or a BHO), then you also cannot assign Primary Clinicians to clients. You may be able to assign Case Managers to clients if you provide case management services.

If no Primary Clinician is assigned, that field will remain blank on all the CMBHS forms that display the Primary Clinician’s name.

CMBHS does not limit the frequency of changes to the Primary Clinician assignment.

When the client is discharged from the Provider’s services, the Primary Clinician assignment ends. The Primary Clinician’s name will remain on all the documents that were created while that they were assigned. Future documents will have the name of the new Primary Clinician.

 

How to Determine from Your Clinician Workspace if a Client already has a Primary Clinician

In your Clinician Workspace, find the Client List box.

Right above it is the Filter list box. CLICK on the down arrow and then on All.

The Client List will display all Admitted clients. You will see that some clients do not have a Primary Clinician assigned to them, as indicated by no entry in the Assigned Clinician column.

Use the Assign Clinician function to assign a Primary Clinician to these clients.

 

How to Assign a Primary Clinician

1. Move your pointer to Provider Tools on the toolbar at the top of the page until the dropdown menu appears.
2. CLICK on the Assign Clinician menu item. The Assign Primary Clinician for the Current Location page will open.
3. First, CLICK on the down arrow to the right of the Assign to Clinician dropdown list.
4. CLICK on the clinician’s name.
5. Next, CLICK on and highlight the client you wish to assign to the clinician.
6. You then need to move the client’s name to the next box to the right. To do this, click on the name to select it and CLICK on the SINGLE right-pointing arrow between the text boxes. To move all the clients in the list to the next box, CLICK on the DOUBLE arrow.

After moving the client’s name to the box on the right, CLICK on the Save button to save the assignment.

A Successfully Saved message box will appear.

If a Successfully Saved message does not appear, an error message will display informing you of a documentation error that requires correction. CMBHS will identify and take you to each documentation error. Follow the instructions in the messages and correct all the errors, until the system returns a Successfully Saved message. When it does, CLICK on the OK button.

The newly assigned clients will now appear in the Client List box on the Clinician’s Workspace.

 

How to Reassign a Primary Clinician

This function allows the CMBHS user to change the primary clinician who is assigned to a client. This function may be performed from the Clinician Workspace or any other page.

1. From your Clinician Workspace, move your pointer to the Provider Tools menu in the Administrative Toolbar at the top of the page until the dropdown menu appears.
2. CLICK on the Assign Clinician menu item. The Assign Clinician page will display.
3. Start with Assign to Clinician box, CLICK on the dropdown menu arrow, and pick the clinician who is already assigned to the client.
4. Then CLICK on the Reassign Clients button. The Reassign from Clinician text box will open, allowing you to assign another clinician.
5. CLICK on the arrows between the text boxes to move the client or clients to the new box.
6. After moving the client/s, CLICK on the Save button to save the change.

 

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Reassign Case Manager

This Clinical Management for Behavioral Health Services (CMBHS) function allows the user to change a client’s case manager to another case manager. After the change in case managers, the client’s name will appear on the new case manager’s caseload list in the Case Manager Workspace. The client’s name will also appear anywhere else in CMBHS where the primary person responsible for the client’s services is displayed.

Unlike the process of linking a client to a primary clinician, the Reassign Case Manager function only reassigns case managers, as the initial case manager is always assigned to the client as part of the “Open Case” function.

 

Before You Start

Although CMBHS allows you to access the Reassign Case Manager function, ensure that you are familiar with your business entity’s policy and procedure on making changes to case manager assignments before you use this function.

• Only staff with the CMBHS Case Manager role can be assigned as case managers.
• A client must have an Open Case Management Case at the current location to display in the Client List box.
• You must be in the client’s record, at the Client Workspace, to reassign a case manager.

 

Business Rules for Reassigning a Case Manager

Only clients who have an Open case management case at the current location will display in the Client List box.

When a client is reassigned from one case manager to another, the name of the case manager will automatically be changed on the following pages:

• Open Case – Assigned Case Manager
• Client Workspace – Assigned Staff
• Case Manager’s Workspace – Caseload

When a client is reassigned from one case manager to another, CMBHS automatically creates an Administrative Note documenting the change in the client’s record. This note can be viewed from the Document List on the Client Workspace.

The client’s case manager assignment does not end if the client is discharged from the provider’s services. The case manager assignment only ends when the case management case is Closed in CMBHS.

 

How to Reassign a Case Manager

To reassign a case manager, go to the client’s workspace.

1. On the Administrative Toolbar at the top of the page, hover over the Provider Tools tab. CLICK on the third item, Reassign Case Manager when it appears. The
2. Reassign Case Manager page will display.
3. CLICK on the arrow symbol to the right of the first dropdown list, which is Reassign from Case Manager, and then pick the name of the current Case Manager.
4. Then CLICK the down arrow on the Assign to Case Manager dropdown list, and then pick the new Case Manager.
5. Select the client's name in the left textbox and use the arrows to move the client's name to the right textbox. 
6. The client will now appear in the Client List box on the Case Manager’s Workspace of the new Case Manager you have picked.
7. You will see in the Client List box that a new Case Manager has been assigned to the client.

 

• To Save the Reassign Case Manager page, CLICK on the Save button.
• You will receive either a Successfully Saved message or an error message.
• If a Successfully Saved message does not appear, an error message will display to let you know that a documentation error needs to be corrected. Most error messages are triggered because the user has not completed all required fields properly. CMBHS will take you to each documentation error. Following the instructions in the messages, correct all the errors until you get a Successfully Saved message.
• If you receive an error message, correct the identified problem and CLICK on the Save button again. Continue making corrections until you receive a Successfully Saved message.
• CLICK on OK and the Successfully Saved message will close.

 

 

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Administrative Action Lists

The Administrative Action List is a feature of the Clinical Management for Behavioral Health Services (CMBHS) application that helps the exchange of information. A business entity’s or provider’s client information is managed as it is exchanged with other business entities that also use CMBHS. This includes requests for client information, referrals, and discharge follow-up reminders for substance use disorder services.

Administrative Action Lists allow external communications to be seen by multiple persons within the business entity/provider, and their status to be monitored until the administrative action has been completed.

Administrative Action Lists also assist with internal communication, such as maintaining the central list of the substance use, or post-discharge follow-up data collection. This allows multiple provider staff to coordinate contacting clients and collateral persons for follow-up information.

CMBHS has three Administrative Action List functions, as listed below.

 

Consent Release Request List

This function allows the user to access the list of requests for release of client information submitted to your organizations by other CMBHS user organizations. The requests are stored and displayed here before you process them.

 

Referral List

This is the list where client referrals to your agency from other CMBHS provider organizations are stored and displayed before you process them.

 

Discharge Follow-Up Reminders

This function provides organizations with lists of substance use disorder services clients who have been discharged from your service locations and require a Discharge Follow-up phone call for outcome data collection.

 

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Consent Release Request List

When a CMBHS provider receives a request for client information from another CMBHS user organization, the request is displayed on the receiving provider’s Consent Release Request Administrative Action List.

From the Consent Release Requests List, a provider can use a link to see a Request for Release of Client Information sent by another provider, and decide whether or not to release the client information. The provider can take the action to release or deny the request directly on the list. The provider can then delete the request from the list when the needed action has been completed.

 

Before You Start

All business entities that created client records in CMBHS can receive requests for Release of Client Information from other CMBHS providers.

To respond to a request, a CMBHS user must be assigned a role that permits Read-Write access to the Consent Release Requests List. Click here for more information about roles and page rights, and what roles have Read-Only or Read-Write access.

 

Business Rules

CMBHS filters the Release Requests so that only requests for matching service information types display at each location.

The Consent Release Requests Administrative Action List operates at the business entity's parent and service locations.

The business entity's parent location will display all actionable Requests that come to the agency.

The business entity's service locations can only see the requests for locations that are of the same type as the business entity's. For example, at a provider’s substance use disorder service locations, only requests for substance use disorder service clients will display on the administrative action list. At an OSAR location, only requests to release OSAR client records will display.

The Requests disappear from the Action List when the action takes place to release the records or deny the release of records, and when the release expires.

Once the Release button is clicked, it is disabled so that user cannot re-send the Release.

Pressing the Release button causes the documents to be sent to the recipient, and information about the disclosure is placed in the footer of the Consent form.

 

How to Respond to a Request for Release of Client Records

The Consent Release Requests Administrative Action List is located on the Administrative Toolbar at the top of the page.

Select Provider Tools > Administrative Action Lists > Consent Release Request.

To View a Requesting Entity’s request for release of a client’s records, CLICK in the row with the client’s name to highlight it and then CLICK on the View button at the bottom right of the page.

The request submitted by the Requesting Entity will display along with six buttons in the upper right corner and at the bottom of the page:

• Print in English and Print in Spanish – CLICK on one of these buttons if you would like to print a copy of the Request submitted by the Requesting Entity. After CLICKING on Print you will see a pop-up box asking you if you if you would like to Open or Save. Pick Save and save the document to an appropriate place for client health care information. Then print the document the way you would any other document in PDF format.
• Attachments – CLICK this button if you would like to see any attachments that may have been included by the Requesting Entity. If any attachments were included they will display on the list. CLICK in the row of the attachment you would like to see.
• Release – This button will give the requesting entity the information specified in the release. The information will become available to the Requesting Entity almost immediately.
• Deny Release – CLICKING this button denies the request and disallows the Requesting Entity to have the client documents.
• Close – CLICKING this button closes the page and erases any data entered.